Purchases & Expenses
Capture vendor bills with AI, pay them, run purchase orders, manage vendors and products, and reimburse employee expenses.
Purchases & Expenses is where money leaving your business gets recorded. You upload the bills your vendors send you and let AI read them, correct anything that needs it, pay them, and keep your vendors and purchased products organized. It also covers purchase orders and employee expense claims.
In the left sidebar, these entries are spread across a few groups: Vendor Bills and Purchase Orders live under Transactions, Expense Claims under Finance, and your Vendors and Items under Master Data.
The vendor bill flow
Get the bill in
Upload the file — drag it in, paste it, or let Unified Recognition sort it — and AI extracts the vendor, dates, amounts and line items into a draft bill.
Review and approve
Check the captured bill, fix any fields, assign a category to each line, and Approve it — or send it for approval first.
Pay it
Record a payment, pay several bills at once, or raise a payment request for remittance.
Reconcile and publish
Match the payment on your bank statement, and optionally publish the bill to QuickBooks or Xero.
Vendor bills
View and manage vendor bills
The Vendor Bills list, columns, filters and Recycle Bin.
Review and edit a bill
Correct AI-captured fields and line items, then approve.
Upload a bill for AI capture
Drag, drop or paste a file and let AI read it.
Record a payment
Full or partial payments against a bill.
Edit bills in bulk
Change dates, payee or notes, and approve or pay many bills at once.
Publish to QuickBooks / Xero
Send bills to your connected accounting platform.
Purchase orders, vendors & products
Create a purchase order
Raise a PO manually or from an uploaded file.
Manage purchase orders
Send, deliver, void, duplicate and convert to a bill.
Manage vendors
Add vendors, store bank details, merge and import.
Manage purchase products
Preferred Names, merging and categories.
Payment requests
Batch remittance requests across multiple bills.
Expense claims
Create an expense claim
Group expenses and submit them for reimbursement.
Approve or reject a claim
Work through claims submitted for approval.
My Expenses & My Claims
An employee's personal hub for expenses and claims.
Confirming a bill, paying it and withholding tax all create entries in your ledger, and the accounts and tax codes involved depend on your setup. This manual shows you how to use each feature; which accounts and tax treatment are right for your business are best confirmed with your accountant.